Capital Project Coordinator

on-board-companies•Marlborough, MA

3d•Onsite

About The Position

On-Board Services is hiring a Capital Project Coordinator to support a portfolio of capital improvement projects from initiation through closeout. The coordinator works with Project Team Leads, Project Managers, Procurement, Finance, and suppliers to support project setup, forecasting, procurement, financial tracking, and documentation. The role suits a highly organized, detail-oriented self-starter who can manage competing priorities, anticipate project needs, and work with minimal day-to-day supervision. The position supports project administration, financial and cost tracking, procurement and supplier activities, project systems and reporting, and equipment-only capital projects. The coordinator maintains project records and financial data, supports forecasts and budgets, tracks purchasing and approvals, prepares reports, and helps resolve issues through project closeout.

Requirements

High school diploma or equivalent.
At least 2 years of experience in project coordination, project administration, procurement, finance, construction administration, facilities management, or a related field.
Proficiency in Microsoft Excel, Outlook, Word, and SharePoint.
Strong attention to detail and commitment to data accuracy.
Excellent written and verbal communication skills.
Strong organizational skills and ability to prioritize competing assignments, adjust to changing business needs, and manage multiple projects and deadlines.
Ability to transition quickly between tasks while maintaining accuracy and organization.
Ability to work independently, manage workload with minimal supervision, and take ownership of assigned responsibilities.
Proactive mindset and ability to anticipate project needs, identify potential issues, and act before they affect project execution.
Strong problem-solving and follow-up skills, with ability to drive tasks to completion.
Ability to build effective working relationships across Project Management, Procurement, Finance, Operations, and supplier organizations.

Nice To Haves

Associate's degree in Business, Finance, Project Management, Construction Management, Engineering Technology, or a related field.
Experience with SAP and EcoSys.
Experience supporting capital, construction, manufacturing, engineering, or facilities projects.
Experience with budgeting, forecasting, procurement, invoice processing, or project financial reporting.

Responsibilities

Create and maintain project records in project management and financial systems.
Support project setup, including funding and authorization documentation.
Maintain project forecasts, spend-status tracking reports, and project documentation.
Assist project teams with monthly forecasting and budget updates.
Support project closeout and records-retention requirements.
Track project expenditures and maintain forecasting spreadsheets.
Compile and distribute project spend reports and update financial reports with current spending and forecast information.
Process cost transfers and other project-related financial transactions.
Monitor project funding approvals and expenditures and maintain accurate, current, documented financial data.
Create and track purchase requisitions; coordinate Service Entry Sheets (SES) and Goods Receipts (GR).
Support invoice processing and supplier payment inquiries.
Work with Procurement and Finance to resolve purchasing issues and follow up with buyers on purchase orders and requisition status.
Monitor approval workflows and help expedite approvals when needed.
Maintain project information in SAP, EcoSys, SharePoint, and other project management systems.
Create and maintain project SharePoint sites and folders, generate project reports, and provide administrative support to project teams.
Ensure data accuracy across project controls, procurement, and financial systems.
Independently coordinate equipment-only capital projects from purchase through closeout, tracking schedules, budgets, procurement, and documentation.
Communicate project status to stakeholders and identify project issues, risks, and follow-up actions, proactively driving resolution.